Difference between revisions of "Document Controls"
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== Introduction == | == Introduction == | ||
| + | Document control is the process of managing the creation, approval, distribution, and storage of documents in a construction project. The purpose of document control is to ensure that all project documentation is accurate, complete, up-to-date, and accessible to the appropriate parties at all times. Document control is an essential function in construction projects, as it helps to ensure that the project is completed on time, within budget, and to the required quality standards. | ||
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| + | The importance of document control in construction can be summarized as follows: | ||
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| + | # Ensuring document accuracy: Document control processes help to ensure that all project documentation is accurate, up-to-date, and consistent. This is important for maintaining the quality of the project and preventing errors and omissions. | ||
| + | # Supporting decision-making: Accurate and timely project documentation is essential for making informed decisions, managing risks, and resolving disputes. Document control processes provide a clear record of project activities, enabling project stakeholders to make informed decisions. | ||
| + | # Enhancing collaboration: Effective document control processes facilitate collaboration and communication among project stakeholders. By ensuring that everyone has access to the same information, project teams can work together more effectively and efficiently. | ||
| + | # Mitigating risk: Document control processes help to mitigate risks associated with inadequate documentation, such as schedule delays, cost overruns, and quality issues. By ensuring that all project documentation is accurate and complete, project teams can reduce the likelihood of errors and omissions that can lead to project problems. | ||
| + | # Compliance: Document control processes are often required to meet regulatory or legal requirements, such as building codes or contract requirements. By ensuring that all project documentation is complete and accurate, project teams can demonstrate compliance with these requirements. | ||
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| + | In summary, effective document control is crucial for successful construction projects. It helps to ensure that project documentation is accurate, complete, and accessible to the appropriate parties, supporting informed decision-making, enhancing collaboration, mitigating risk, and ensuring compliance with legal and regulatory requirements. | ||
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=== Objective === | === Objective === | ||
To establish a basic workflow demonstration of Document Control management, including drawing update, RFIs and Submittals. Document control process a lot of times are over looked at, but mismanagement on this step can make the later part of project very challenging, especially when the project is mid to large size. Sometime the client has special requirements on this topic, please refer to specifications or other contract documents. | To establish a basic workflow demonstration of Document Control management, including drawing update, RFIs and Submittals. Document control process a lot of times are over looked at, but mismanagement on this step can make the later part of project very challenging, especially when the project is mid to large size. Sometime the client has special requirements on this topic, please refer to specifications or other contract documents. | ||
Revision as of 23:25, 20 February 2023
Introduction
Document control is the process of managing the creation, approval, distribution, and storage of documents in a construction project. The purpose of document control is to ensure that all project documentation is accurate, complete, up-to-date, and accessible to the appropriate parties at all times. Document control is an essential function in construction projects, as it helps to ensure that the project is completed on time, within budget, and to the required quality standards.
The importance of document control in construction can be summarized as follows:
- Ensuring document accuracy: Document control processes help to ensure that all project documentation is accurate, up-to-date, and consistent. This is important for maintaining the quality of the project and preventing errors and omissions.
- Supporting decision-making: Accurate and timely project documentation is essential for making informed decisions, managing risks, and resolving disputes. Document control processes provide a clear record of project activities, enabling project stakeholders to make informed decisions.
- Enhancing collaboration: Effective document control processes facilitate collaboration and communication among project stakeholders. By ensuring that everyone has access to the same information, project teams can work together more effectively and efficiently.
- Mitigating risk: Document control processes help to mitigate risks associated with inadequate documentation, such as schedule delays, cost overruns, and quality issues. By ensuring that all project documentation is accurate and complete, project teams can reduce the likelihood of errors and omissions that can lead to project problems.
- Compliance: Document control processes are often required to meet regulatory or legal requirements, such as building codes or contract requirements. By ensuring that all project documentation is complete and accurate, project teams can demonstrate compliance with these requirements.
In summary, effective document control is crucial for successful construction projects. It helps to ensure that project documentation is accurate, complete, and accessible to the appropriate parties, supporting informed decision-making, enhancing collaboration, mitigating risk, and ensuring compliance with legal and regulatory requirements.
Objective
To establish a basic workflow demonstration of Document Control management, including drawing update, RFIs and Submittals. Document control process a lot of times are over looked at, but mismanagement on this step can make the later part of project very challenging, especially when the project is mid to large size. Sometime the client has special requirements on this topic, please refer to specifications or other contract documents.
Drawings management
The best practice to manage a forever changing drawing set, is to update the drawing right after
- when a change is approved
- when an RFI is responded
- when field instruction is given
- or any other time when the construction deviated from design
As you noticed, the above point stressed largely on "timeliness", information always get lost with time, unless it was documented properly!
In regards to what platform or software to use, this can be assessed from project to project, the same thing can be done using Bluebeam, Fieldwire, Procore, or many other options, but the idea is always to keep the working set of the drawing up to date.
RFI management
Use PM Request for Information Module to generate a RFI.
Find the correct project, then fill in the information,
use the envelope button to create RFI document, be sure to attach any relevant information as well then send it away.
Submittal Management
The current approach is to use Viewpoint to generate a submittal cover page, then combined with the actual submittal and send out. Although Viewpoint can be used to sent out the Submittal Package directly, it was mostly not done in this case due to
- the module crashes sometimes, and uncertain about attachment size limit
- it is a requirements that the entire submittal package should be reviewed thoroughly and coordinate with other scopes.
Follow the GIF to generate a cover page, and save as PDF. Fill in the remainder of the fields such as the Spec Sections or PM information, the GIF did not show this for brevity. Use the same way to generate a revision of the submittal as well.
When the Submittal returned or status changed, follow GIF below to update the status of it.
